Hybrid work vs flexible work
We’re used to using the term “flexibility” generally to mean being given some level of freedom and autonomy in where, when, and how we do our work, including being able to regularly work from home. But at UW, “flexibility” also has a specific meaning in the Flexible and Hybrid Work Guidelines that is separate from regularly working from home.
Let's break it down:
| Hybrid work | Flexibility | |
|---|---|---|
| Definition | Regular remote work arrangement | Short-term flexibility as needed |
| Approval | Formal approval from manager and your EC member | No formal approval, just a conversation with your manager |
| Timeframe | 1-2 days a week, for up to one year | A day, a few days, maybe a bit longer, but definitely less than a few months |
| Scope | Work location | Work location and/or schedule |
| Justification | You have to show that it will improve your work outcomes | Temporary personal or operational needs |
When you might need an accomodation
Accommodations are different from—and entirely separate from—hybrid work arrangements. The approval process for hybrid arrangements evaluates all requests based on the same criteria and prioritize operational needs; accommodations recognize when an individual has unique needs that aren’t considered or met by the usual process. This isn’t necessarily a flaw or a workaround; it is the purpose of having accommodations.
Until workplaces fully embrace universal design principles, the hybrid work guidelines, like many workplaces in general, will work best for able-bodied, neurotypical staff. If your hybrid arrangement isn’t sufficient for your needs—or you’re unable to get one—you might want to consider an accommodation request.
The flexibility guidelines are inherently much more supportive of individual differences and needs, and can go a long way to supporting them But if you’re not getting the flexibility you need, or you start to notice a pattern, like you’re always run-down and struggle to work in person after a day of meetings, it might be time to explore a workplace accommodation so that you don’t have to keep making one-off requests.
Keep in mind that, if you do get an accommodation, it may not be exactly what you ask for. In some situations, more days working from home might be the best solution, and we always encourage you to advocate for your needs—and will help you do so. However, accommodations should genuinely reduce barriers and while remote work may be part of that discussion, other approaches may provide equal or greater benefit.
Making the flexibility guidelines work
What flexibility should look like
Organizational and Human Development offers workshops for employees and managers on implementing and optimizing flexibility. These are some of attributes of a “flexibility mindset” shared during those workshops:
-
Assuming positive intent and focusing on outcomes rather than physical presence. This includes trusting staff to manage their own time, deliver on commitments, and raise concerns when support is needed.
-
Being inclusive by considering how flexible work decisions impact different roles, lived experiences, and access to opportunities.
-
Prioritizing clarity over control—setting clear expectations around outcomes, availability, communication norms, and success measures, without dictating how, when, or where the work gets done.
-
Adapting and being open to feedback and iteration. Flexible work will keep evolving and we need to continually revisit what’s working and what’s not.
As long as you’re delivering your work outcomes and meeting expectations for collaboration and performance, you should be trusted to do your work in a way that works best for you—and flexibility (in both time and location) should be used to support that.
The workshops and guidelines both make clear that this kind of flexibility benefits both employees and the university, because it allows you to do your best work.
What can you use flexibility for
Special circumstances
For example:
-
It’s not safe for you to commute because of the weather, so you work from home that day.
-
Your kid is home sick for the day, so you work from home while they rest.
-
Your car won’t start, so you work from home, or take transit and arrive later.
-
You need to be home for your new fridge to be delivered or for a plumber to come fix a leak.
-
You need to leave a bit early to attend a medical appointment.
-
You have a midday appointment that’s closer to your house than to work, so you work from home to save time driving back and forth.
-
Your mother’s having surgery and you need to be home just to keep an eye on her and give her meds for a week.
Supporting your best work
For example:
-
You have a deadline and just need to focus and get that report done at home without distractions.
-
You’re run-down or overstimulated from a full-day event the day before, and a quieter setting would help you reset and be most productive.
-
You want a ‘deep work’ day to put some substantial effort into a project without being interrupted.
Every group featured in our What Your Colleagues Want You to Know blog series highlighted the value of flexibility at work.
When flexibility isn't the right option
-
When you need time off: If you’re ill or burnt out, take a sick day and focus on recovering!
-
When you need to give something else a lot of your attention: If you need to actively take care of a child unexpectedly, for example, other options may be better, such as Emergency Leave (3 paid days a year).
-
When you’ve got a longer-term situation on your hands: Depending on your circumstances, you might need to take a leave, get an accommodation, or request a hybrid work arrangement. You can talk to your manager, the UWSA, your HR partner, or Employee Health and Accommodations about your options.
Sample scripts for practicing flexibility
Not sure how to bring up your flexibility needs with your manager? Here are some scripts you can use, depending on your situation and your relationship with your manager.
We’ve included examples of both spontaneous requests—when you need to respond quickly to a time-sensitive situation—and planned requests, for when you want to arrange something with your manager in advance. How you approach these will vary depending on the nature of your role and team norms.
Tips for requesting flexibility
-
Keep the explanation brief—you don’t need to share personal details.
-
Emphasize availability, honestly: “I’ll be online all day except lunch and from 2–3.”
-
Connect to productivity when relevant: “This will help me stay on track.”
-
Show that you’ve considered how this affects your work: “All of my tasks for today can be done remotely.”
-
Plan for a check-in or update if your manager prefers it.
-
You don’t need to apologize for using flexibility.
Spontaneous requests for unexpected circumstances
“Hi [manager’s name], I’ll be working from home today because of the weather. I’ll be fully available on Teams and will keep my regular hours. Please let me know if anything changes that you need me on-site for.”
“I need to be at home today to support a family member who isn’t well. I’m able to work remotely and will be available online all day. Please let me know if you need anything specific from me.”
“I’m feeling overstimulated after the conference yesterday and I’d be much more effective working from home today. I’ll be online and reachable all day.”
“I need to work from home today for a health-related reason. I’m able to work and will be online and available during my regular hours. Let me know if you have any questions about my workload for the day.”
“I’m requesting flexibility today for sensitive personal circumstances. I can work remotely without issue and will be reachable throughout the day. Please let me know if you need anything time-sensitive prioritized.”
Generic templates with varying tones
“I’m asking to work from home today because [brief reason]. This fits within the university’s Flexible Work Guidelines, and working remotely will allow me to stay productive. If there’s anything specific you need on-site, please let me know.”
“I’m planning to work from home this morning due to [brief reason]. I wanted to check in and make sure that works for you. I’ll be online and reachable.”
“I’m asking for flexibility today because of [brief reason]. I’ve reviewed my schedule and confirmed that all my work can be done effectively from home. I’ll be online all day and will share an update by end of day to keep you informed. Let me know if there’s anything else you’d like addressed.”
“I wanted to check in because I’m dealing with [brief reason] today. Would it be alright if I worked from home? I can adjust anything you need and will be available throughout the day.”
Planned requests for looking ahead
“I’d like to work from home Thursday afternoon. I have a midday appointment near my house, and working remotely will help avoid extra travel time and keep my workday productive. Let me know if you have any concerns.”
“I want to finish up next week’s presentation tomorrow so [colleague] has time to review it. Can I work from home to give this my full focus? I’ll have notifications silenced but can check in a few times throughout the day.”
“I have a home repair appointment tomorrow with a wide arrival window. I’d like to work from home so I don’t lose work time waiting. I’ll be fully available online throughout the day except during a 2:00 meeting.”
“I noticed that I don’t have any meetings this Thursday and would like to take advantage of that to do a deep dive on [project] at home without interruption. I can check in at 8:30, 11:00, and 2:30, and adjust if anything urgent comes up that day. I can give you a progress update Friday morning. How does that sound to you?”
“I have a medical appointment next Wednesday and will need to leave at 3:00. I’ll make sure all urgent items are covered before I head out. Please let me know if there’s anything I need to prioritize earlier that day.”
When you’ve got a longer-term (but still short-term) situation
“I’m requesting to work from home from [date] to [date] due to a temporary situation at home where I need to be present. My work can continue as usual, and I’ll keep my meetings and deadlines on track. If anything requires me on campus, I’m happy to make arrangements. Please let me know if this plan works for you.”
“I have a temporary situation this week where I need to be at home, so I’m requesting to work remotely from [date] to [date]. I’ll be fully available during work hours, and I can provide a brief daily check-in if that’s helpful. My tasks and deadlines are on track, and I’ll let you know right away if anything changes.”
Flexibility and extreme weather
Here’s what the Weather Closing Guidelines say:
…staff, other than those providing "essential services," who can perform their tasks remotely are expected to do so in accordance with the current flexible work guidelines; if feasible, meetings, depending on the unit, may be moved to an online platform.
and:
No department can designate any other services as "essential" or require employees to work during a "closed" period without approval from the Provost.
What this means for you:
If you’re in a designated essential role: You still need to work on campus, but if you cannot safely get to work you should discuss this with your manager.
For everyone else: If you can do your work from home that day, you should. But this may not be feasible for everyone depending on your circumstances. If working from home isn’t possible for you—because of the kind of work you do, access needs, or personal circumstances—let your manager know what you need.
From our conversations with UW administration, we understand that managers are expected to use reasonable judgment and offer flexibility whenever possible. You deserve support in finding an arrangement that keeps you safe and able to do your job effectively. If you run into barriers or feel your situation isn’t being considered fairly, the UWSA is here to help.
How do the flexible work guidelines fit in?
The flexible work guidelines support staff in working from home due to weather even when the university isn’t closed. They also support adjusting your schedule if needed due to unexpected care-giving responsibilities.
When it's not going well
If you believe you’re not getting fair treatment under the Flexible and Hybrid Work Guidelines, or any related University policy or process, please contact our Staff Advocacy Officer. Gail can help you understand your options, including getting support talking to your manager, filing a grievance, or something in between.